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School Prom / Leavers' Event Risk Assessment — Generated Instantly for £29
Describe your prom or leavers' event — venue, numbers attending, transport and suppliers. We generate a fully written, UK-compliant risk assessment covering venue safety, transport, supervision and third-party suppliers in minutes.
Built for schools, PTAs, sixth forms and event organisers running proms, balls and leavers' events
🎓 Using an off-site venue with coaches, a DJ and a photo booth? Mention every element — we'll include venue capacity, transport arrangements, supplier checks and end-of-night pick-up procedures in your assessment.
Legal requirements for school proms and leavers' events
Under Regulation 3(1) of the Management of Health and Safety at Work Regulations 1999, schools and organisers must assess the risks to pupils, staff and others affected by the event, whether held on school premises or an external venue. This applies even though the event is a one-off social occasion rather than a routine work activity.
The venue holding the event has its own duties under the Regulatory Reform (Fire Safety) Order 2005, covering fire exits, maximum occupancy and evacuation procedures. Your assessment should cross-reference the venue's fire safety information rather than duplicate it, while focusing on the elements the school controls — supervision ratios, pupil behaviour, transport and supplier management.
Safeguarding considerations also apply: pupils are typically under 18, so arrangements for ID checks, alcohol exclusion, late collection and any incident involving a vulnerable pupil should be clearly documented. Many venues, coach companies and insurers will ask to see a written risk assessment before confirming a booking.
How It Works
1. Describe the event
Tell us the venue, expected numbers, transport arrangements and any suppliers (DJ, photo booth, catering). Mention any specific concerns, such as outdoor areas, fire pits or late finishing times.
2. Let the app take the strain
Anyrisks produces a fully written, UK-compliant risk assessment referencing the Management of Health and Safety at Work Regulations 1999 and relevant safeguarding considerations.
3. Instant download and use
Download as PDF and Word. Share it with the venue, governors or parents, and file it for your school's records. £29, no subscription.
What It Covers
Every school prom and leavers' event risk assessment is written in full — covering every stage of the evening from arrival to departure.
Venue capacity, fire exits and evacuation procedures
Supervision ratios and staff/volunteer roles on the night
Coach travel and parent drop-off/pick-up arrangements
End-of-event collection and lost pupil procedures
Ticketing, ID checks and gatecrasher prevention
Alcohol and substance exclusion procedures
Third-party suppliers — DJ, photo booth, catering, decor
Electrical safety for staging, lighting and sound equipment
Outdoor areas, fire pits and firework displays (if used)
First aid cover and access for emergency services
Safeguarding and incident reporting procedures
Lost property, medical conditions and allergy information
Weather contingency for outdoor or marquee elements
Parent and pupil communication prior to the event
Works For
From a hotel ballroom prom to a marquee leavers' barbecue, Anyrisks covers every type of school end-of-year event.
Anyrisks vs DIY Templates
| Anyrisks | DIY / Templates | |
|---|---|---|
| Written in full — not a blank form | ✓ | ✗ |
| MHSWR 1999 referenced correctly | ✓ | ✗ |
| Covers transport and end-of-night pick-up | ✓ | ✗ |
| Third-party supplier checks included | ✓ | ✗ |
| Safeguarding and alcohol exclusion covered | ✓ | ✗ |
| Tailored to your specific venue and numbers | ✓ | ✗ |
| Ready in under 2 minutes | ✓ | ✗ |
| Instant PDF and Word download | ✓ | Sometimes |
Frequently Asked Questions
Do schools legally need a risk assessment for a prom or leavers' event?
Yes. Under Regulation 3(1) of the Management of Health and Safety at Work Regulations 1999, any organisation arranging a work activity — including a school-organised prom held off-site at a hotel or venue — must assess the risks to staff, pupils and others affected. Most venues and coach operators will also ask to see a copy before confirming the booking.
Who is responsible for the risk assessment — the school or the venue?
Both share responsibility. The venue is responsible for risks arising from its premises (fire exits, capacity, floor surfaces), while the school remains responsible for pupil supervision, transport, behaviour management and arrangements specific to the event, such as photo booths or late pick-up. Your assessment should reference the venue's own fire and health and safety documentation where available.
Does the assessment need to cover alcohol and unauthorised entry?
Yes — even though pupils attending are typically under 18, prom risk assessments commonly cover gatecrashers, ticket/ID checks on the door, and procedures if a pupil arrives or appears to be under the influence of alcohol or substances. This should link to your safeguarding and behaviour policies.
What about transport to and from the venue?
Coach travel, parent drop-off and pick-up arrangements should all be covered, including a clear end-of-event collection procedure so no pupil is left without arranged transport. If minibuses are used, this should reference your existing minibus policy.
Do we need to risk-assess photo booths, DJs and other suppliers?
Yes — any third-party supplier bringing equipment (DJ rigs, photo booths, fairground attractions, fireworks or fire pits) should provide their own public liability insurance and equipment risk assessment, which your overall event assessment should reference and file alongside it.
Does the risk assessment need to cover fire safety and capacity limits?
Yes. The venue's fire risk assessment under the Regulatory Reform (Fire Safety) Order 2005 covers the building itself, but your event risk assessment should confirm maximum occupancy numbers, fire exit routes, assembly points and who is responsible for calling the fire brigade and leading an evacuation on the night.
How far in advance should the risk assessment be completed?
We recommend completing it at least four to six weeks before the event, once the venue, transport and suppliers are confirmed, so there is time to address any gaps before tickets go on sale.
How long does it take to generate a prom or leavers' event risk assessment?
Under 2 minutes. Describe the venue, numbers attending, transport arrangements and any suppliers, and Anyrisks produces a complete, written risk assessment ready to download.
Also see: The Ultimate Guide to Risk Assessment · Do I Need a Risk Assessment? · Risk Assessment Legal Requirements · AI Risk Assessment Generator